University Business Office

O n e Saxon D rive

A lfred, INY 1480'2

607.871 .2128

Filling out a Travel Expense Report

Alfred University Business Office One Saxon Drive Alfred, NY 14802 607.871.2128 businessofc@a lfred.edu

Travel Expense Report ~

Account Number Amount - Enter amounts

NAME Account Number Amount if you are going to

Account Number Amount split between accounts

Mileage Rate

I $0.40 1($.20 if Motor Pool denial is missing Account Number Amount

Total Miles Driven or approved exception not on file) Spending Limit

Date Tota l One Card &

Destination Trip Cost Prepaid Expenses

Breakfast -Lunch

DO NOT breakout t ips included o n receipts -

Dinner -Per Diem Rate (if preapproved) -

SUB-TOTAL MEALS - - - - - - - -l odging (DO NOT breakout receipt) -Airfare -Airline Baggage Fees, etc. -Auto Rental / Motor Pool -Taxi / Bus / Subw ay / et c . -Mileage Reimbursement -Parking & Tolls -Registration Fees (Attach Agenda/Itinerary) -lips (not included on receipt) -Miscellaneous (list) -

--

TOTAL PER DAY - - - - - - - - -PURPOSE OF TRIP & DETAILED EXPLANATION OF MISCELLANEOUS CHARGES IF NEEDED SUMMARY

TOTAL EXPENSES 0.00 LESS CASH ADVANCE

LESS ONE CARD & PREPAID CHARGES INCLUDED ABOVE 0.00 AMOUNT (DUE FROM) OR DUE TO EMPLOYEE FROM ADDITIONAL PAGES

AMOUNT (DUE FROM) OR DUE TO EMPLOYEE 0.00

TRAVELER DEPARTMENT DATE

APPROVED BY (if tota l trip cost not preapproved) DATE

Business Office Use Only

I Reviewed By & I Cashier Date I

Cash Received By _____________________________ __, SIGN DATE

AU One Card Free Travel Benefits • Travel emergency assistance and car rental accident

reporting 1-800-VISA-911. • Accidents are also required to be reported to the office

of the VP for Business and Finance 607-871-2966. – Travel accident insurance up to $500,000 – Auto rental collision coverage – Hotel/Motel Burglary Reimbursement – Lost Baggage Reimbursement – Emergency Messaging – Medical and Legal Referral – Emergency Evacuation and Transportation

• For AU one card questions call 607-871-2698

$0.40 1[$.20 if Motor Pool denial is missing or approv,e d ,e,x:,ce,ption not on fi l,e,'t

Mileage Rate

If a motor pool vehicle was unavailable for the trip, the current mileage reimbursement rate is $.40/mile. A motor pool denial MUST BE ATTACHED in order

to receive this rate. If the traveler prefers to use their personal car and doesn’t obtain a motor pool denial, then the rate cell must be changed to $.20/mile.. Enter the total miles driven for the entire trip. There is a formula in the first column for

mileage reimbursement that will automatically calculate the amount for you.

If a motor pool vehicle is used, a receipt will be sent via email. The receipt should be printed off and attached to the expense report and the amount should be listed

under the auto rental / motor pool line.

It should be noted that if you drive your personal vehicle for business purposes and are in an accident, that your personal car insurance provides primary

coverage. It is recommended that if a motor pool vehicle is not available, that a rental car should be obtained. When reserving the rental car, do not purchase the

extra damage insurance as the AU One Card and AU insurance has this benefit built in. AU has a relationship with Enterprise Rent-A-Car in Hornell.

Aooount A100ount · umber A100ount · umber

A100ount · umbe,r

Account Numbers

There are four account number lines for those who charge the trip to more than

one FOAP. The main FOAP being charged should be on the first line.

Amount ---------

Amount ---------Amount

---------Amount

Amounts

There is a formula on the first amount line which will put the total trip cost there. If

there is only one FOAP, nothing needs to be done. If the trip will be split between FOAPs,

enter the amounts that will be charged to each FOAP on the appropriate line. The

formula will subtract the amounts on lines 2-4 from the first line.

Spending L!i11it

Spending Limit

If given a spending limit, please enter the amount here. If a spending limit is set, the total on the first amount line will be

the lesser of the limit or the actual amount spent.

Date

Destination

Breakfast

Lunch

Dinner

DO NOT breakout t ips

included on receipts

Per Diem Rate (if preapproved)

SUB-TOTAL MEALS

Lodging (DO NOT breakout receipt)

Airfare

Airl ine Baggage Fees, etc.

Auto Rental / Motor Pool

Taxi / Bus / Subway / etc.

Mileage Reimbursement

Parking & Tolls

Registration Fees (Attach Agenda/Itinerary)

Tips (not included on receipt)

Miscellaneous (list)

Filling In Expenses

A description of some of the categories are on the next few slides.

Date & Destination

There are enough columns for a 7 day trip. If the trip is longer please fill out

additional forms and attach to the first one. When entering the destination

please enter the city and state, or city and country.

Meals

If a tip is included on the receipt, please enter the TOTAL AMOUNT; do not list the

tip separately.

Per Diem

The per diem rate used is the lesser of the federal per diem for the destination or

the per diem authorized by the division head.

Lodging

Please do not breakout the hotel receipts, i.e. room service, parking ,etc. Also, do

not break it out by days. The total amount on the receipt should be listed only once on the travel expense report. List it under

the first or last day of the trip.

Registration Fees

Please attach an agenda or itinerary from the conference.

Tips

If the tip is included on a receipt make sure it is entered in the appropriate

section. The only tips that should be listed in this section are tips to a taxi

driver, bellhop, doorman, etc.

One Card &

Prepaid Expenses

One Card Charges & Prepaid Expenses

Once everything is entered please figure out which amounts were charged to the One Card and enter the amounts on the appropriate lines. Also, if a conference registration was paid by Accounts Payable in advance that should be entered here as well.

APPROVED BY (if total trip cost not preaipproved) DATE

Approved By

If an approved Travel Advance and Authorization Form (TAAF) was not obtained

prior to travel or if the trip expenses exceed the amount approved on the TAAF then the travel

expense report needs to be signed by the authorizing signee, for the FOAP being

charged. No approval is needed if the TAAF was submitted and the amount was not

exceeded.

TOTAL EXPENSES o,.oo t--------------t

LESS CASH ADVANCE t--------------t LESS ONE CARD & PREPAID CHARGES INCLUDED ABOVE

t-----------AMOUNT (DUE FROM) OR DUE TO EMPLOYEE FROM ADDITIONAL P'AGES

1----------

AMOUNT (DUE FROM) OR DUE TO EMPLOYEE 0.00

Summary

If a cash advance was received please enter it on the line provided. If there are

additional pages please add up the totals and enter one amount on the line

provided for additional pages.

Questions

If there are any questions about filling this out please call 607-871-2128 or email

businessofc@alfred.edu.